Fictional worked example · not a client case study
An example: opening a space for community use
A fictional church has a room that is quiet during the week. It wants to test a weekly community gathering before committing to bigger changes.
Discuss a similar projectExample timeframe
11 weeks
Planning budget
£2,600–£4,800
Scope
One existing room, one local partner and a six-session pilot. No building works, new lease or change of use is assumed.
This is an example, not a fixed package or set of rules. The scope, stages, timings and measures can be adapted to your organisation. Costs use a fictional £400–£600 day-rate assumption to illustrate a budget; they are not Charity Egg rates or a quotation. Any actual work and fees would be agreed with you.
How the assumptions and fees work
We have created this scenario to make the possible work, costs and decisions easier to understand. It does not describe a real client, completed engagement or proven outcome.
- Costs: the day rate, time allowances and contingency are illustrative assumptions chosen for this example. They are not researched market rates or an approved Charity Egg price list. The total adds the low and high estimates shown below.
- Timing: the roadmap assumes timely access to people, records and decisions. It is an example sequence, not a promised delivery date.
- Results: the measures describe what could be tracked. No improvement, income, funding or compliance outcome is guaranteed.
- Your proposal: before any engagement, we would agree the work included, exclusions, responsibilities, fees, expenses and how changes would be approved. Work outside that scope would need agreement.
This service is open for enquiries. We will agree suitability, availability, scope and fees with you.
One possible roadmap
Weeks 1–2 · Listen
Speak with existing users and a potential partner; map the room, current commitments and local need.
Example milestone: A short brief naming who the pilot is for and what it should achieve.
Weeks 3–4 · Choose
Compare options, capacity and costs. Identify access, safeguarding, insurance and permission questions.
Example milestone: The organisation decides whether the proposed pilot is suitable and affordable. Unresolved prerequisites must be addressed before opening.
Weeks 5–10 · Try
Run six sessions within an agreed window, with named session leads and a simple feedback process.
Example milestone: A record of attendance, costs, volunteer effort and participant feedback.
Week 11 · Review
Compare results with the agreed goals and consider what needs changing.
Example milestone: A recorded decision to continue, adapt or stop, with an owner and budget for any next stage.
These stages are a starting point for discussion, not a fixed method. We would adapt the sequence, pace, scope and measures to your organisation. Timing depends on access to people, information and any necessary permissions.
Rough cost breakdown
| Work or allowance | Basis | Range |
|---|---|---|
| Listening and mapping current use | 2 days × £400–£600 | £800–£1,200 |
| Options, partner conversations and pilot plan | 2 days × £400–£600 | £800–£1,200 |
| Pilot review and next-step report | 1 day × £400–£600 | £400–£600 |
| Pilot materials, cleaning and extra running costs | Example allowance for six sessions | £300–£1,000 |
| Contingency | Example reserve for small unexpected costs | £300–£800 |
| Total planning allowance | £2,600–£4,800 | |
Listening and mapping current use
2 days × £400–£600
£800–£1,200
Options, partner conversations and pilot plan
2 days × £400–£600
£800–£1,200
Pilot review and next-step report
1 day × £400–£600
£400–£600
Pilot materials, cleaning and extra running costs
Example allowance for six sessions
£300–£1,000
Contingency
Example reserve for small unexpected costs
£300–£800
Total planning allowance: £2,600–£4,800
Not included: Volunteer and staff time, major equipment, alterations, surveys, professional advice, permissions and ongoing operation after the pilot. Travel would need to be scoped separately. Any material change would require a revised budget.
A simple decision matrix
Score each option from 1 (weak) to 5 (strong), multiply by its weight and compare the totals out of 5. The weights are examples to agree locally. Required permissions, safety and safeguarding are prerequisites, regardless of the score.
| Criterion | Approach | Question |
|---|---|---|
| Local benefit | 30% | Does the idea address a need people have actually described? |
| Welcome and accessibility | 25% | Can the intended participants use the space and feel comfortable? |
| People and capacity | 20% | Is there a reliable partner and enough support to sustain it? |
| Affordability | 15% | Can the organisation meet the costs without relying on uncertain income? |
| Fit with existing use | 10% | Can it work alongside worship, other groups and existing commitments? |
Measures of progress and success
Agree the starting position, targets and who will collect the information before beginning. These are proposed measures, not claimed results.
Reach
Record attendees and return visits at each session; agree a realistic target after listening locally.
Usefulness
Ask participants whether the gathering met a need and what they would change.
Capacity
Compare actual staff and volunteer hours with the agreed weekly allowance.
Affordability
Track total spend and cost per session against the approved pilot budget.
What completion could look like
The pilot has been reviewed, learning recorded and the organisation has made a clear next decision. A successful review may recommend stopping; continuing is not the only useful outcome.
Discuss your own starting point
Tell us the question, the people or space involved, your timeframe and any budget you have in mind. Enquiries are welcome; an enquiry does not commit you to work.
Talk through your project